Strategic Coordination, Planning, and Collaboration at AdventHealth
Strategic Coordination, Planning, and Collaboration at AdventHealth
Project Overview:
In my role as an Executive Assistant at AdventHealth, I have taken on project management responsibilities beyond traditional administrative support. I led the coordination of large-scale events, managed vendor relationships, facilitated cross-campus collaboration, and contributed to space planning, physician onboarding, and process optimization. My ability to juggle complex logistics, collaborate across departments, and manage external partnerships demonstrates my versatility and organizational expertise.
Key Responsibilities & Tasks:
Strategic Event Planning & Execution:
Orchestrated multi-campus events such as holiday dinners, employee appreciation celebrations, and physician meetings.
Managed end-to-end logistics, including sourcing venues, vetting and approving vendors, and coordinating event timelines.
Oversaw long-term vendor relationships, negotiating contracts, ensuring quality service, and handling invoice payments.
Space Planning & Optimization:
Assisted in the planning and execution of office space allocation and optimization for various departments.
Coordinated with leadership and facilities teams to ensure efficient use of office space and resources.
Managed logistics for relocations and office redesigns to improve workflow and accommodate departmental growth.
Physician Onboarding & Support:
Facilitated physician onboarding by coordinating office setups, access credentials, and equipment needs.
Managed communication between new physicians and relevant departments to ensure a smooth transition.
Provided logistical support to streamline physician integration into AdventHealth’s operations.
Developing & Optimizing Processes:
Identified inefficiencies in administrative and operational workflows, proposing and implementing process improvements.
Developed standardized procedures to streamline event planning, space utilization, and physician support.
Created documentation and guides to ensure consistency and efficiency in recurring processes.
Cross-Department Collaboration:
Served as a key liaison between senior leadership, physicians, and various departments, ensuring clear communication and alignment on project goals.
Worked across AdventHealth campuses, streamlining processes and promoting consistency for multi-location events.
Vendor & Stakeholder Management:
Identified, vetted, and approved vendors and contractors, ensuring they met AdventHealth’s standards and provided quality services.
Fostered long-term vendor relationships, enabling smoother coordination for future events.
Deadline & Resource Coordination:
Balanced overlapping deadlines and priorities for multiple executives, managing calendars, travel arrangements, and meeting materials.
Ensured all deliverables were met with precision and on time, despite complex scheduling demands.
Logistics & Administrative Oversight:
Coordinated all logistical details for events, including catering, venue setup, and gift distribution.
Handled invoice processing and payment reconciliation, ensuring financial accuracy and transparency.
Objectives:
To streamline event coordination across AdventHealth campuses, ensuring consistent quality and seamless execution.
To strengthen vendor partnerships through effective relationship management and clear communication.
To support senior leadership with precise logistical execution, enabling them to focus on strategic initiatives.
To reduce inefficiencies in multi-campus collaboration by serving as a central liaison and coordinator.
To improve space planning strategies for optimized office layouts and enhanced departmental efficiency.
To enhance physician onboarding processes for a smoother transition into AdventHealth’s healthcare network.
Results & Impact:
Multi-Campus Event Execution:
Successfully coordinated and executed large-scale events across multiple campuses, ensuring consistency and quality.
Delivered well-organized events with positive feedback from employees, physicians, and leadership.
Stronger Vendor Relationships:
Established reliable, long-term partnerships with vendors, streamlining future event coordination.
Ensured cost-effective and high-quality services through strategic vendor selection and management.
Enhanced Leadership Efficiency:
Freed up executive leadership’s time by handling end-to-end event logistics and administrative tasks.
Seamless Cross-Department Collaboration:
Improved coordination between departments and campuses, fostering alignment and efficiency.
Optimized Space Utilization:
Contributed to strategic space planning that maximized office functionality and resource allocation.
Facilitated seamless office transitions to accommodate department expansion and operational needs.
Streamlined Physician Onboarding:
Ensured smooth transitions for new physicians through structured onboarding and logistical support.
Reduced onboarding inefficiencies by implementing standardized processes and checklists.
Financial Oversight:
Ensured accurate invoice management and timely payments, maintaining financial transparency and reliability.
Skills & Tools Utilized:
Project & Event Management:
Coordinated large-scale, multi-campus events with precision.
Vendor & Contractor Relations:
Established and maintained positive vendor partnerships, ensuring consistent quality service.
Space Planning & Facility Coordination:
Assisted in optimizing office layouts and managing relocations for efficiency.
Logistics & Deadline Management:
Juggled overlapping executive deadlines while delivering high-quality event execution.
Physician Onboarding & Support:
Facilitated smooth physician transitions and logistical needs.
Process Improvement & Documentation:
Identified inefficiencies and developed standardized workflows.
Cross-Department Collaboration:
Liaised between multiple departments and campuses, ensuring alignment and smooth coordination.
Financial Oversight:
Managed vendor contracts, handled invoice processing, and ensured accurate payments.
Strategic Problem-Solving:
Anticipated and mitigated logistical challenges, ensuring smooth event execution.
In my role as an Executive Assistant at AdventHealth, I’ve demonstrated project management expertise by successfully leading complex event coordination, managing vendor relationships, supporting physician onboarding, optimizing office space, and streamlining cross-campus collaboration. My ability to navigate logistical challenges, foster long-term partnerships, and execute multi-location events showcases my skills in organization, efficiency, and strategic coordination—all of which reflect my capabilities as a project manager.